Project Proposal Outline Example

A project proposal is a request
for financial aid to implement a project. The project proposal outlines the plan
for implementing the project by giving the financier a detailed overview of the
intention for the project, how to implement it, ways to manage it, the funds
required to implement the project, and the results expected.

The main parts of a
project proposal are:

1. Abstract/Executive Summary

2. Project justification

3. Project aims

4. Project results

5. Target group

6. Project implementation

7. Monitoring and evaluation

8. Reporting

9. Management and personnel

Format
of a Project Proposal

1. Abstract/Executive
Summary – Many people who come across your project proposal do
not have time to read it in full. Therefore, it is important to start the project
proposal with a detailed summary of the project to give your reader a good overview
of what you are proposing. This is called the abstract.

The abstract should have:

• The problem statement - one or two
paragraphs that state the problem or
need to be addressed

• The project’s objectives - what the project
aims to achieve

• Solution – one or two paragraphs short
description of the project that includes what will take place, the benefit, how
and where it will operate / work, for how long and who will staff it

• Implementing organizations - the people or
organization that seeks to implement the
project

• Key project activities - the main project
activities

• The total project budget - one paragraph explanation
of the amount of money required for the project and future funding plans

• Funding requirements – an explanation of
the amount of money required for the project and

• Future funding plans - one paragraph outlining the plans for funding the project in future

• Organization and its expertise - name,
history, purpose, activities, and capacity to carry out the proposal (one
paragraph)

2. Project justification

Provide the rationalefor the project. This is
one of the most important parts of the project proposal and can be divided into
four or more sub-sections.

a) Problem
statement – Describe the specific problems that your project
aims to solve in order to "make a case” for the project.

b) Justification
of the problem - state why the issue is a problem for the
community or society as a whole, i.e. what negative implications affect the
target group. Point out the specific needs of the target group that appear as a
direct consequence of the described problem.

c) Statement
of Need – two or three paragraphs to inform the readers about
the issues, presents the facts, and evidence that support the need for the project.
You should also show the reader that you are in a position to solve the issue. While
writing the statement of fact, ensure that you:

Use accurate date and support it with data.

Use examples to prove your points

d) Context-In this part of the project proposal, you should
describe the social, economic, political, and cultural background that affects
the project.

e) The proposed intervention- state the strategy chosen for solving the problem
and tell the funder how it will lead to improvement.

f) The implementing organization- describe the organization that will be behind the
proposed project. You should also describe the capabilities of your
organization by referring to its capacity and previous project record.

3. Project
Description – In this part, you should give an
accurate description of the project in a way that is interesting and compelling
to secure the funding you need.

Project description is divided
into five sections:

-
Five sections –

Objectives of the project – the describes
the tangible outcome or benefit of the
project

Methods – This gives a detailed
description of the activities that will lead to achieving the said objectives.
It also gives the how, when (project timeline), and why the methods will work.

Staffing and Administration – An outline
of the number of staff, their qualifications, and what they will be doing
towards the realization of the laid down objectives.

Evaluation – Description of how the funder
will know that the project has succeeded. Describe the methods that you will
use to evaluate the success of the project, the types of measures, all the
activities required to achieve the objectives, and who will measure success.

Sustainability – Funders are rarely interested
in making a long-term commitment to one organization. Therefore, you should tell
them how the project would stay sustainable by, for example, either attracting
other funders or other methods of generating money to keep the project going.

4. Target
group

In this section, you
should describe the target group and show how it will benefit from the project.
Describe in detail the size and characteristics of the target groups such as
their ages, ethnicity, and other important demographics.

5. Project
implementation

Describe the activities
and resources that are required to achieve the objectives of the project. You
should provide a good overview of who is going to implement the project’s
activities as well as where and when. The activity plan can be divided into two
key elements, that is, the activity plan and the resource plan.

Activity
plan - Provide specific information and explanations of each
of the planned project activities. Describe the duration of the project with
considerable detail on the beginning and the end of the project.

Resource
plan - The resource plan should provide information on the means necessary to
undertake the project. Cost categories are established at this stage in order
to aggregate and summarise the cost information for budgeting.

6. Budget - Provide a summary of direct and indirect expenses, as well as anticipated
revenue, for the ‘completion of the project. For ease of understanding, this
summary is usually in the form of a chart and includes a narrative to explain
anything unusual.

7. Monitoring
and evaluation

Define the indicators that
will show the objectives of the proposal have been met. The project proposal
should indicate:

• How and when the project management team
will conduct activities to monitor the project’s progress;

• Which methods will be used to monitor and
evaluate; and

• Who will do the evaluation?

8. Reporting

In this part, you should
outline the expected schedule of project progress.

9. Management
and personnel

A brief description of
the project personnel, the individual roles each one has assumed, and the
communication mechanisms that exist between them. All the additional
information (such as CVs) should be attached to the annexes

10. Conclusion –
A concluding paragraph or two that is used to make a final pitch for the
project

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